Game damage claims management system RFI

The Colorado Department of Natural Resources, on behalf of Colorado Parks and Wildlife, is soliciting responses to an RFI for a wildlife damage claims management system with responses due September 9, 2026 at 12:00 PM Mountain Daylight Time. This is market research only; no award will result directly from RFI responses, though responses will inform a subsequent formal solicitation.

CPW seeks a modernized, centralized, user-friendly system to replace current paper-driven processes for processing wildlife damage claims involving big game species (elk, deer, bear, mountain lion, moose, bighorn sheep, bison, mountain goat, pronghorn), grey wolves, and potentially wolverines. The system must serve both internal CPW staff and external landowner users with streamlined claim processing, centralized document management, data-driven decision-making capabilities, and user-friendly external filing interfaces. CPW will consider off-the-shelf, customizable, or hybrid solutions.

All work must comply with Web Content Accessibility Guidelines (WCAG) Level AA and Colorado accessibility standards. Responses must include a completed submission form, corporate overview, proposed team details with qualifications, detailed capabilities documentation demonstrating government system experience, three client references with work samples, a completed Requirements Vendor Workbook, project management methodology with implementation timelines, and a separate pricing proposal.

Pricing must detail fees for the initial design, development, testing, and implementation phase, identifying basic and optional platform components, plus ongoing annual costs. CPW anticipates a 31-day post-launch contingency period followed by ongoing support at a monthly firm fixed price of 50 hours per month at an agreed-upon hourly rate, with potential monthly accumulation of unused hours up to a 100-hour maximum. Annual cost increases will reflect the consumer price index. The program is funded entirely by Colorado Parks and Wildlife license revenues through the Game Cash Fund. The state will not reimburse vendor preparation costs. Responses become property of the State of Colorado and are subject to the Colorado Open Records Act following any subsequent award or decision not to pursue solicitation. The expected review period is September 10–17, 2026, with top candidate interviews estimated for September 22–24, 2026.